Executive Assistant to Executive Director and Partnership

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I understand and acknowledge that Portland Rescue Mission (PRM) is a religious organization that utilizes religious criteria in employment decisions in accordance with applicable law.

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Statement of Faith
We Believe:
• In the Bible, the Word of God – inspired, inerrant, and authoritative.
• In one God who exists eternally in three persons; Father, Son and Holy Spirit.
• In the Deity of our Lord Jesus Christ, in His virgin birth, in His sinless life, in His miracles, in His substitutionary and atoning death through His shed blood, in His bodily resurrection, in His ascension to the right hand of the Father and in His future personal return to rule in power and glory.
• In the inborn sinfulness of all humanity and our resulting alienation from God, and the absolute necessity of redemption through faith in Christ’s atoning death and regeneration by the Holy Spirit for salvation.
• In the complete forgiveness and eternal salvation of the true believer.
• In the empowering ministry of the Holy Spirit, who lives in Christians, thereby enabling each to live a godly life.
• In the bodily resurrection and eternal conscious existence of both the saved and the lost – the saved in eternal life and the lost in everlasting punishment.
• In the spiritual unity of believers in our Lord Jesus Christ.

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Portland Rescue Mission

Department: Administration

Work Location: Administration Office

Reports to: Executive Director

Employment Status: Full Time, Exempt

Effective Date: April 2018

Typical Hours Required: Monday - Friday, 8:30 AM - 5 PM

Pay Range: Salary depending on experience.

Are you a highly skilled and experienced executive assistant with a heart for the hurting in our city? Are you ready to use your considerable organizational and communication skills to advance a faith-based ministry with 100 staff and 1750 volunteers in providing a wide range of services for men, women and children suffering from homelessness and addiction? Do you provide excellent administrative support with a view to enhancing the time-management and strategic outcomes of your team? If the answer to these questions is yes, then this role may be a opportunity for you to thrive and advance the work of Portland Rescue Mission.

General Description

The Executive Assistant to Executive Director and Partnership is a strategic role that provides the primary administrative support for the Executive Director and the Partnership Team which is responsible for cultivating significant donor engagement.

The Executive Assistant will be responsible for the Executive Director’s schedule maintenance, information organization and communications coordination. The Executive Assistant will also provide administrative support for the donor-relations work of the Executive Director and the Partnership Team that focuses on relational development with individuals, businesses and foundations. This support will include: coordinating special donor tours and events; serving as liaison with the Gift Processing Team and Marketing Team in order to ensure the Executive Director and each member of the Partnership Team are receiving adequate support from various customer relationship management (CRM) software products maintained by these teams; and serving as liaison with the Marketing team to ensure timely delivery of quality marketing materials and services.

The Executive Assistant must demonstrate a high level of professionalism and confidentiality. All aspects of this role require excellent communication and organizational skills as well as the ability to remain flexible and be highly relational in the midst of working on timely projects.

Essential Functions

Executive Director Support:

  • Coordinate and, as needed, create executive communications with staff, vendors, donors and the community
  • Organize and maintain paper and electronic files
  • Coordinate and maintain calendar including meetings, events and travel
  • Handle logistics and prepare any necessary materials for meetings, events and conference calls initiated by the Executive Director
  • Ensure, in the ED's absence, that all requests for action and information are responded to in a timely and appropriate manner
  • Anticipate the upcoming administrative support needs with a view to enhancing time-management and minimizing rushed preparations

Partnership Team Support:

  • In collaboration with the Gift Processing Team and the Systems Analyst on the Marketing Team, ensure the CRM software systems are providing excellent donor data and donor interaction support to Partnership staff and the Executive Director
  • Liaison with the Marketing Team to obtain appropriate, timely marketing materials and services support required by the Partnership Team
  • Coordinate Partnership meetings and donor tours/events, ensuring appropriate Portland Rescue Mission staff are mobilized and all tour/event elements are appropriately planned and executed
  • Assist the Director of Partnership in creating and maintaining team administrative practices that improve time-management, cultivate intimate donor relationships and facilitate harmonious interfaces with other PRM teams and outside vendors

General Functions

  • Demonstrate professional discretion in all areas of work
  • Participate in Partnership staff meetings and activities as required
  • Serve a minimum of two hours per week in a direct ministry capacity at one of Portland Rescue Mission’s locations

Knowledge, Skills, and Abilities

  • College degree in related field or experience equivalent
  • Several years experience in administrative support roles preferably in a sales or donor environment
  • Proficient in Microsoft Office and CRM software
  • Excellent communication skills, both verbal and written
  • Professional, warm and friendly demeanor
  • Strong ability to identify and self-manage necessary tasks
  • Advanced organizational abilities
  • High attention to detail and commitment to excellence
  • Strong decision-making ability
  • Demonstrated ability to be a team player
  • Ability to lift at least 50 lbs. unassisted

Personal Attributes & Values

  • A personal relationship with Jesus Christ as Savior and a testimony of continued growth in faith
  • Spiritual maturity as defined by traditional biblical standards
  • Adheres to Portland Rescue Mission's Statement of Faith and Code of Ethics
  • Desire to serve God in the ministry to hurting men, women and children
  • A pleasant, grace filled manner toward others
  • Possess and demonstrates excellent integrity
  • Composed and professional

Equipment Used

  • Telephone, fax and voice mail
  • Computer 
  • Copier and related office equipment

Other Duties as Assigned

In this and any position with Portland Rescue Mission, it is impossible to predict the many requests and assignments that can and will be made on an employee.  Flexibility and a cooperative spirit are crucial characteristics of the person who holds this important position and for the successful operation of Portland Rescue Mission services.

Mission Statement

We share the Word of God and demonstrate the love of Christ to transform the lives of people experiencing homelessness or addiction.

Location: Portland, OR
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Apply at: https://portlandrescuemission.hiringthing.com/job/66827/executive-assistant-to-executive-director-and-partnership